Privacy Policy

Dr. Moonline & Mr. Moonline Privacy Policy

Effective Date: October 1, 2025
Last Updated: October 1, 2025

Introduction

Mr. Moonline LLC ("we," "our," or "us") operates Dr. Moonline and Mr. Moonline, AI-powered receptionist services for healthcare practices and small businesses. We are committed to protecting your privacy and handling your data with transparency and care.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our services at https://drmoonline.com ("Services"). Please read this policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access our Services.

Information We Collect

Information You Provide Directly

When you sign up for our Services, we collect:

• Business Information: Company name, business type, address, phone number, website URL

• Account Information: Email address, password (encrypted), billing information

• Service Configuration: Business hours, service offerings, pricing information, knowledge base content

• Communication Preferences: Language preferences, voice settings, notification preferences

Information Collected Automatically

When you use our Services, we automatically collect:

• Call and Message Data: Phone numbers, call timestamps, call duration, SMS message content, voice transcriptions

• Usage Data: Features used, response times, system interactions, error logs

• Device Information: IP address, browser type, operating system, referring URLs

• Performance Metrics: Response accuracy, customer satisfaction indicators, lead conversion data

Information from Third Parties

We may receive information from:

• Payment Processors: Stripe provides transaction confirmations and payment status

• Communication Platforms: Twilio provides call and SMS metadata

• Calendar Services: Google Calendar and Microsoft Outlook provide availability data when you connect these services

• Website Content: We extract publicly available information from URLs you provide to build your knowledge base

How We Use Your Information

We use collected information to:

Provide and Improve Services

• Operate the AI receptionist service for your business

• Process and respond to customer inquiries on your behalf

• Schedule appointments in your connected calendars

• Generate insights and analytics about your lead capture performance

• Improve AI response accuracy and voice quality

• Detect and prevent technical issues

Business Operations

• Process payments and maintain billing records

• Send service updates, security alerts, and support messages

• Respond to your customer service requests

• Comply with legal obligations and enforce our Terms of Service

• Prevent fraud and unauthorized access

Marketing (With Your Consent)

• Send promotional emails about new features (you may opt out anytime)

• Share anonymized case studies and success metrics

• Provide industry benchmarking insights

How We Share Your Information

We DO NOT sell your personal information. We share information only in these limited circumstances:

Service Providers

We share data with trusted vendors who help us operate our Services:

• Twilio: Handles phone calls and SMS messaging

• Stripe: Processes payments securely

• Amazon Web Services (AWS): Hosts our infrastructure and databases

• OpenAI: Powers our AI language processing

• Google/Microsoft: Manages calendar integrations when you connect these services

• Sentry: Monitors system errors and performance

All service providers are contractually obligated to protect your data and use it only for providing services to us.

Legal Requirements

We may disclose information when required by law, such as:

• Responding to subpoenas, court orders, or legal processes

• Protecting our rights, property, or safety

• Preventing fraud or security threats

• Complying with regulatory investigations

Business Transfers

If we merge with, are acquired by, or sell assets to another company, your information may be transferred as part of that transaction. You will be notified of any such change.

With Your Consent

We may share information for other purposes with your explicit consent.

Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted between your devices and our servers uses TLS/SSL encryption

• Database Security: Customer data is stored in encrypted databases with access controls

• Authentication: Password-protected accounts with secure authentication

• Infrastructure Security: AWS and Cloudflare WAF protection against cyber threats

• Monitoring: Real-time security monitoring and automated threat detection

• Access Controls: Limited employee access on a need-to-know basis

However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Data Retention

We retain your information for as long as necessary to provide Services and comply with legal obligations:

• Account Data: Retained while your account is active, plus 90 days after cancellation

• Call/SMS Records: Retained for 1 year for quality assurance and analytics

• Billing Records: Retained for 7 years to comply with tax and financial regulations

• Usage Logs: Retained for 90 days for system performance and troubleshooting

You may request deletion of your data at any time by contacting [email protected]. Some information may be retained in backups for up to 30 days after deletion.

Your Privacy Rights

Depending on your location, you may have the following rights:

Access and Portability

•Request a copy of the personal information we hold about you

•Receive your data in a portable, machine-readable format

Correction and Deletion

•Update or correct inaccurate information in your account settings

•Request deletion of your personal information (subject to legal retention requirements)

Opt-Out Rights

• Unsubscribe from marketing emails (opt-out links provided in emails)

• Disable certain data collection features in your account settings

• Request restrictions on how we process your information

California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act:

• Right to know what personal information is collected, used, shared, or sold

• Right to delete personal information (with exceptions)

• Right to opt-out of the sale of personal information (we do not sell personal information)

• Right to non-discrimination for exercising your privacy rights

European Residents (GDPR)

If you are located in the European Economic Area, you have rights under GDPR including:

• Right to access, rectification, erasure, and data portability

• Right to restrict or object to processing

• Right to withdraw consent

• Right to lodge a complaint with a supervisory authority

To exercise any of these rights, contact us at [email protected].

Children's Privacy

Our Services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us immediately at [email protected].

Third-Party Links

Our Services may contain links to third-party websites (such as your business website, booking platforms, or calendar services). We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies.

International Data Transfers

We are based in the United States, and your information may be transferred to and processed in the United States or other countries where our service providers operate. These countries may have different data protection laws than your country of residence.

We ensure appropriate safeguards are in place for international transfers, including:

• Standard Contractual Clauses approved by the European Commission

• Data Processing Agreements with service providers

• Compliance with Privacy Shield principles (where applicable)

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by:

• Posting the updated policy on our website with a new "Last Updated" date

• Sending an email notification to your account email address

• Displaying a prominent notice when you log into your account

Your continued use of our Services after changes become effective constitutes acceptance of the updated Privacy Policy.

Cookie Policy

We use cookies and similar tracking technologies to enhance your experience:

Essential Cookies

Required for the Services to function properly (e.g., authentication, security)

Analytics Cookies

Help us understand how you use our Services to improve performance (e.g., Google Analytics)

Preference Cookies

Remember your settings and preferences for a better experience

You can control cookies through your browser settings. Disabling essential cookies may affect functionality.

Do Not Track Signals

Some browsers have "Do Not Track" features. We do not currently respond to Do Not Track signals, as there is no industry standard for how to interpret them. We will update this policy if industry standards emerge.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Mr. Moonline LLC
1111 6th Ave, Ste 550 NUM 699892
San Diego, CA 92101

Email: [email protected]


Phone: (949) 996-9376


Website: https://drmoonline.com

For data protection inquiries, please use the subject line "Privacy Request" to ensure prompt handling.

Consent

By using our Services, you acknowledge that you have read and understood this Privacy Policy and agree to its terms.

Mr. Moonline LLC - Providing world-class AI reception services for healthcare practices and small businesses.